Case study 04
Zero lost leads: converting quote requests into an automated pipeline on Jira Free
A sustainable rainwater management business replacing inbox chaos with a structured, zero-license-cost lead tracking workflow.
Process Tactics
Jira Automation
SMB Solutions
Lead Management
Delivered 2026
Role: Process Architect + System Admin
0%
Missed quote requests
100% lead capture
€0 / mo
License overhead
Leveraging Jira Free tier
100%
Pipeline visibility
Real-time status tracking
< 2 weeks
Kick-off to go-live
Minimal upfront effort
The situation & strategy
Eliminating inbox leaks and establishing sales visibility without software bloat.
As a growing rainwater storage specialist, quote requests and customer inquiries arrived via website forms and multiple email inboxes. Without a central tracking system, incoming leads were easily overlooked, status follow-ups were untracked, and business opportunities were slipping through the cracks. The team needed immediate order and transparency, but without adding heavy software subscription costs.
I designed and implemented a lean intake pipeline in Jira—automatically converting website forms and incoming emails into tracked issues, setting up automated status updates, and giving the team complete visibility over every active quote from request to deal closing.
The honest limit
Atlassian’s Free tier is a game-changer for lean teams, but it comes with strict user limits (up to 10 users) and monthly automation caps. To keep the setup completely free of recurring software costs, automations were kept tight and targeted. Should the business scale beyond 10 users, a clear migration path to a paid plan is already mapped out.